Overview
Part-time office manager position available at a busy non-profit counselling office and internship site.
This position is open to a friendly, responsible, and community-minded individual. Preference for candidates with an interest in counselling and mental health, or with plans to eventually pursue a career in counselling.
Warm greetings from The Adler Centre! A little about us: We are a non-profit counselling clinic and a CRA-registered charity. Most of our counsellors are graduate-level trainees completing their 12-month training to be Registered counsellors. Our non-profit is based on the psychology and principles of Alfred Adler: belonging, community, compassion.
We have a small team of caring individuals that are passionate about supporting the community through affordable counselling and workshops. At the heart of that team is the office manager role (this could be you!). As office manager, you are - the first point of contact for clients; keeping the clinic organized; and welcoming to new counselling trainees & training them to understand software like Gmail, Drive, and Jane app.
Responsibilities
- Manage day-to-day office operations: Answering phones, taking messages, data entry, checking emails, liaising with staff, interns, and clients
- Oversee front desk activities, ensuring a welcoming atmosphere for visitors and clients
- Ordering office and clinic supplies
- Receiving payment information over the phone and in-person, writing receipts, sending out invoices, and paying bills
- Registering participants for workshops and courses/programs
- Basic website content updates to an existing wordpress site
- Maintaining confidential student files for government-approved programs
- Receiving intake information from potential counselling clients, while maintaining confidentiality
- Reporting to Executive Director
- Data Entry: Bookkeeping, completing batch settlements, inputting financial documents into Quickbooks, and liaising with the accountant (training given)
- Hiring and overseeing volunteers
- Maintain storage of all digital and physical files, ex. client files, financials, bills, etc.
- Assist in the onboarding of new student counsellors on office procedures and software usage (Google Drive/Workspace, Jane App). Note: the busiest times at our clinic are the first 2 weeks of January, May, and September. During these times, vacation is not possible and there may be a need to increase hours and on-site presence.
The Successful Applicant will:
- Have excellent people skills and able to communicate appropriately with vulnerable populations
- Comfortable to take responsibility
- Have the ability to focus and multi-task in a busy and distracting environment
- Pay attention to detail, able to prioritize, both follow and give direction, and work alone
- Be proficient with Microsoft Office, computer file organization, and able to learn software such as Quickbooks, Jane, Google Workspace, and manage a wordpress website. Office experience would definitely be an asset.
Other Information:
- 20-25 hours spread over the week
- $20,800 - $32,500 annual salary based on prior experience level and skillset
- Extended health benefits including dental is provided
- 3-month probation period
- A criminal check may be required prior to engagement
How to apply:
Please send your resumé to [email protected] with the subject line: “Application for Admin Position” & write a brief introduction to yourself in the email, approx. 1-2 paragraphs.
This position will be interviewing in the last week of August & first week of September. Work will begin as of September 15th with two weeks of training before working independently.
Unfortunately we cannot contact all applicants, and only shortlisted applicants will be interviewed and will need to provide 3 references.
Job Type: Part-time
Pay: $20.00-$25.00 per hour
Expected hours: 20 – 25 per week
Benefits:
- Dental care
- Extended health care
- Paid time off
Work Location: In person
